Matrix Logic has developed a solution to locate, flag, track and protect Personally Identifiable Information (PII) in documents in eDOCS to assist with PII Compliance and reduce liability. The MLC SPI/PII Solution is an industry first for any document management system. “Sensitive Personal Information” (SPI) or “Personally Identifiable Information” (PII) is any information that can be used to distinguish or trace an individual’s identity, such as name, social security number, federal tax ID, passport numbers, date and place of birth, driver’s license number, credit card or bank account numbers, authentication information, medical or criminal history data etc. As a general course of business many companies have documents in their eDOCS systems that contain this information. In many cases an organization may not be aware of which documents contain PII in their system or what types of PII are contained in documents within their DMS.
Click to view large image
The organization storing the PII data is required to handle the documents containing PII in a responsible manner and keep it secure. Serious penalties can be levied if documents containing PII are distributed or leaked from the organization.
The MLC SPI/PII Solution allows compliance with control standards for the handling of PII and reduces your risk.
MLC’s SPI/PII Server continually scans the eDOCS system for documents containing PII, sets a Contains PII flag on the profile when PII is detected and records the type of PII data located on the profile and in the audit trail, sets security on the document and optionally encrypts the document at rest. The MLC SPI/PII Solution also provides management reports regarding the quantity and types of PII data in the system. The MLC SPI/PII scanner uses rules that are supplied under subscription to the MLC SPI/PII rules service to cover most types of PII and can easily be augmented with custom rules.
The MLC SPI/PII Client produces warnings to the user that the document contains PII when a document containing PII is edited or attached to an email. When emailing a document containing PII the MLC SPI/PII Client can force the user to encrypt the email containing an attachment containing SPI/PII from DM.
Supported from eDOCS DM 3.5.1 onwards